WFDF 2019 Asia Oceanic Beach Ultimate Championships, in association with BULA Shirahama Wakayama, JAPAN Thursday 13 Sunday 16 June, 2019 AOBUC 2019 Bulletin #1 (Issued November 2018)
WFDF 2019 Asia Oceanic Beach Ultimate Championships, in association with BULA Shirahama Wakayama, JAPAN Thursday 13 Sunday 16 June, 2019 AOBUC 2019 Bulletin #1 (November 2018) The Japan Flying Disc Association & Tournament Organising Committee (TOC) are excited to host the WFDF 2019 Asia Oceanic Beach Ultimate Championships, in association with BULA (AOBUC 2019) in Shirahama, Japan. The tournament will take place from Thursday 13 th Sunday 16 th June, 2019 at the Shirarahama Beach in the Town of Shirahama, Wakayama Province Japan. The Pacific Ocean is the perfect backdrop to one of Japans most famous beaches and we look forward to welcoming you. All WFDF National Federation (NF) members from Asia and Oceania are invited to participate at AOBUC in Shirahama in the Men s, Women s and Mixed divisions with a possibility of adding more divisions if there is enough interest. The event is open to all National and Club Beach Ultimate Teams who are endorsed by their National Federation. It is important for us to work together now to collect all the information and payments needed to successfully plan and run the event. Please do everything you can to support the TOC by informing us as soon as you can if you are wanting to attend. Below are the details that you need in order to start registering your teams. In addition, we have included some basic information to help you with planning and to assist with making your travel plans. More details will be available and posted on the official event website which will launch shortly. NOTE: There are action points throughout this bulletin highlighted in red, please pay particular attention to these. If you have any urgent question, please email our helpdesk 2019aobuc@jfda.or.jp. Urgent means that it affects whether or not you will enter a team. For other information, please see the website We can t wait to see you all in Shirahama, Japan at AOBUC 2019. Yuta Saito AOBUC 2019 Event Director 2019aobuc@jfda.or.jp Karina Woldt WFDF Event Manager karina.woldt@wfdf.org
EVENT DATES AOBUC 2019 will be a three+ (3.5) to four (4) day tournament. Thursday 13 th Sunday 16 th June, 2019. The schedule for the four days will be dependent on the number of teams, meaning if we have a larger number of teams, there will be more games played on Thursday. If we have a lower number of teams, there might be only meetings held on day 1. A firmer schedule will be advised when the pre- registration period ends. The Captains & Spirit Captains meetings will take place on Day 1 prior to the first games. Attendance by at least one (1) representative for EACH TEAM is required to attend each meeting. For capacity reasons a limit will be two (2) people per team per meeting. The Opening Ceremony will take place on Thursday 13 th June, followed by the Opening Game in the late afternoon. Times for the Opening Ceremony and Opening Game will be advised at a later time, however we do expect each team (in uniform) to participate in the Parade of Nations during the Opening Ceremony. Please plan your travel accordingly. The Final Day will be Sunday 16 th June, with the Medal and Closing Ceremonies taking place immediately after the finals. Should weather cause delays to play, the schedule will be adjusted accordingly to ensure the finals are played as scheduled on day 4. TEAMS & DIVISIONS All Asian and Oceanic WFDF National Federation (NF) members are invited to participate at AOBUC in Shirahama. Bids will be allocated by the WFDF Beach Ultimate Committee after the Pre- Registation phase has closed. Teams can be either National teams or club teams, and for the pre- registration we are inviting all member National Federations to pre- register ALL TEAMS. After speaking with many countries, it is likely we will have enough teams interested to compete in the Men s, Women s and Mixed divisions. Should we get enough teams, we will look to add more divisions in the Masters age groups. CLIMATE Shirahama has very few rainy days and weak wind conditions in June perfect for playing Beach Ultimate. Average temperatures range Max:25 C (77 F) / Min:18 C (64 F) in the region during the month of June. ATMOSPHERE Shirahama is one of Japans most famous beaches. The beach is composed of quartz sand which has a high percentage of Silica Sand which is appropriate for beach sports. The sand color is white and the ocean scenery will take your breath away.
TRANSPORT For airport arrivals we recommend you book your flight to the Kansai International Airport (KIX), where you can take a direct train or bus which is about 125km away from the venue (2.25hrs) There are no bus shuttles between the accommodation site and playing venue since all official hotels and social functions are located with 5 minute s walk from the beach. FOOD Breakfast and Dinners are planned to be taken at the hotels. Please check your hotel for details and charges prior to booking. Lunches will be available as a pre- purchase option through the TOC at around US$60 for the event. There is a 24hr supermarket near the beach. Dietary restrictions can be dealt with by advising the TOC and your hotel when booking. Vegan, Vegetarian, lactose and gluten free meals will be available.
ACCOMMODATION The TOC has secured some accommodation options approximately 2-5 minute walk from the tournament venue. The options including room specification is as follows. Basically, except for one hotel, meal plans are not related to the hotel options. There are many restaurants and supermarkets near the beach and hotels, so that please make use of them in order to reduce the meal costs. Class Hotel Cost per room for 1 night Meal options person From beach 1 Musashi JPY 37,500 (max 5 people in a room) JPY 2,500 / day 100m (ex. JPY 7,500 per person if 5) Dinner & breakfast 2 Shirahama- kan JPY 28,000 (max 4 people in a room) - 100m (ex. JPY 7,000 per person if 4) 3 Sanrakuso JPY 30,000 (max 4 people in a room) (ex. JPY 7,500 per person if 4) - 100m Musashi : http://www.yado- musashi.co.jp/en/ Shirahama- kan (non- English) : http://shirahamakan.com/ Sanrakuso : http://www.sanrakuso.co.jp/english/ To make your hotel booking and get more information please discuss this with our accommodations team via email. 2019aobuc_accommodation@jfda.or.jp Deadline for final numbers and payments for accommodation is as follows. Task Notes Deadline Final numbers Thurday 28 th February, 2019 Payment Friday 15 th March, 2019 <Musashi / Class 1>
VISA s You are responsible for obtaining the correct paperwork to visit JAPAN to compete at AOBUC 2019. Please note that we cannot provide specific advice on the process, but we do strongly recommend that you get started as soon as possible. The TOC can provide your team administrator with a letter confirming your team s registration at the event. To do that we generally require confirmation of the following details for all the members of your group: full name (as shown on passport), passport number, date of birth and role on team (i.e. player, coach, manager, etc). Please make sure you leave us some time to produce this document: do not assume that we can send it back the same day! Find out if you will need a hard copy with original signature obviously that will take extra time so please plan ahead. Please note: we cannot and will NOT provide a formal invitation to attend the event and non- ability to enter JAPAN is not grounds for a request of a refund for a team and/or player fees. Please be aware that some nations do not require a visa, however must travel with certain paperwork to show officers at the Immigration Bureau of Japan - we recommend EVERY TEAM makes specific enquiries. Ministry of Foreign Affairs of Japan : VISA / Residing in Japan https://www.mofa.go.jp/j_info/visit/visa/index.html
LOCATION & MAPS Name of Venue : Shirarahama Beach Address of Venue : 864, Shirahama- cho Nishimuro- gun, Wakayama, 649-2211, Japan Google Maps : https://goo.gl/maps/puqtsotcmuv Shirahama Town website : http://www.town.shirahama.wakayama.jp/soshiki/somu/kikaku/gyomu/homupeji/foreign.html Visitwakayama.jp Shirahama/Kushimoto : https://en.visitwakayama.jp/destinations/shirahama- kushimoto/ For airport arrivals we recommend you book your flight to the Kansai International Airport (KIX), where you can take a direct train or bus which is about 125km away from the venue (2.25hrs)
REGISTRATION, FEES & EVENT DEADLINES AOBUC Divisions: Men s (M), Women s (W) & Mixed (X). Master divisions will go ahead if we have enough interest to run more divisions. The fees are currently estimated and due as follows; Fee Cost Payment Deadline Team Fee JPY 90,000 Friday 14 th December, 2018 Player Fee JPY 15,000 Friday 15 th February, 2019 Non- Player Fee JPY 5,000 Friday 15 th February, 2019 All fees are in Japanese Yen JPY (Please ensure your payment is made in the right currency) The team fee is NOT reimbursable The player fee can be transferred but is NOT reimbursable (subject to certain exceptions and restrictions) The Non- Player Fee includes access to all event facilities, transportation, accreditation and a gift pack. This option should be chosen for anyone attending the event as part of a team who is not included on the team roster (ie- Administrative staff, coach, chaperone) All bank fees and transfer charges are at the cost of the player or teams if there are any outstanding monies they will be collected in cash during on- site event registration. All fees will be confirmed and clearly outlined AFTER the pre- registration closes on Friday November 30 th. If interest is high, bids will be allocated by the WFDF Beach Ultimate Committee and each NF advised what bids they have been allocated on the 30 th of November when the team fee invoices are sent out. *** We advise teams to hold on booking accommodation and flights until after the team fee invoices have been issued and your bids confirmed at the end of November. To nominate your teams for each division (pre- registeration), please follow the steps carefully as outlined below: STEP 1 Complete on- line pre- registration form by using the following link: https://goo.gl/forms/a8twkeibrciv1gwl1 National federations are kindly asked to make all team pre- registrations prior to the Friday 30 th November 2018. * If your National Federation is not nominating any teams, please still fill out the form so we can mark you off the list. Please note by filling out the pre- registration form, you are simply indicating your intent to participate and you may change your mind at any time prior to the Friday 14th December when the Team Fee is due. STEP 2 - On Friday 30th November, each National Federation will be sent the team fee invoices via email. Full team fee payment (prior to the Friday 14th December 2018) will secure your teams bid in each division. Any teams not meeting the payment deadline risk losing their bid. Teams are kindly asked to ensure that their payments and transfers cover the cost of any banking fees. STEP 3 For any questions about the team registrations process, please do not hesitate to contact WFDF Event Manager Karina Woldt Email: karina.woldt@wfdf.org Please be sure to put 2019AOBUC in the email title and your country abbreviation code (EG;AUS)
Please make note of the event deadlines as outlined below failure to meet the deadlines could result in automatic loss of your team bid: You are kindly asked to supply information and make payments as soon as possible please do not wait until you are close to the deadline as this simply creates a bottleneck of work for WFDF and the TOC. We are not able to extend the deadlines nor make exceptions to the fees published please do not ask. The deadlines for AOBUC 2019 are as follows; Task Notes Deadline Team pre- registration NF to nominate which divisions they Friday 30 th November, 2018 wish to register a team Invoice for team fees sent Team fee due Invoice for players fees sent Player & non- player fee due Players briefing book released All registration information supplied by each team Rosters Locked Team Fee will be firmed and an invoice sent via email to each NF. JPY 90,000 Email confirmation of payment Players Fee will be firmed and an invoice sent via email to each NF. Players fee 15,000, Non Players fee 5,000 Email confirmation of payment This will outline all team and player Registration requirements & event eligibility mandates. This includes all participant names and rosters and all requirements as outlined in the PBB Changes after this date will be at the discretion of the TOC/WFDF and will require a doctors certificate for any injury swaps. Friday 30 th November, 2018 Before Friday 14 th December, 2018 Friday 1 st February, 2019 Friday 15 th February, 2019 Friday 15 th March, 2019 Friday 12 th April, 2019 Saturday 16 th April, 2019 INFORMATION If you have any urgent question, please email 2019aobuc@jfda.or.jp. Urgent means that it affects whether or not you will enter a team. For other information, please see the website.